How to Backup Outlook Personal Folder Files by using Add-in?

In our daily life, we usually face inconvenience with our computer system due to virus attack, sudden power failure, hard drive failure, accidental deletion of files etc. These factors not only affect our system performance but can also cause damage to our important data. Same is the case for Outlook PST files. PST files plays a very significant role in MS Outlook for functioning of Outlook Email application; there comes need a PST file Backup.

Microsoft provides a free utility named as “The Microsoft Outlook Personal Folders Backup tool” to take back up of Outlook emails. This tool is an add-in that will automatically automate the backup process for PST files. It is available in prior version of Outlook 2000, Outlook 2002, Outlook 2003, and Outlook 2007. To work with this tool in Outlook2010, user has to configure it manually. Moreover, this tool provides an option to take back up of selected PST files at regular or different intervals of time. Priorities of back up will be set by user. You can easily download this add-in from the Microsoft website:-

http://www.microsoft.com/en-us/download/details.aspx?id=9003

Note: - This tool is not recommended as an enterprise back-up solution. If you are using outlook with Exchange Server then there is no need to backup the PST files as they are backed up automatically by server administrator. The Personal Folders Backup add-in backs up only .pst files. Additionally, this tool only provides settings that individual users can configure.

Steps to use The Microsoft Outlook Personal Folders Backup tool

• Start Outlook application
• Point to file menu Tap on Backup.
• Now, Click on Options
• Select the .pst file for back up

Steps to use The Microsoft Outlook Personal Folders Backup tool for 2010

Firstly configure Outlook to allow the Personal Folders Backup add-in to run automatically on exit. By default this add-in does not work with Outlook 2010 because of new Fast Shutdown functionality in Outlook 2010. To fix this problem automatically, click the Fix it button or link. Click Run in the File Download dialog box, and follow the steps in the Fix it wizard.

Firstly add the following registry data to complete the backup process at shutdown

HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\Microsoft.OutlookBackup.1

DWORD: Require Shutdown Notification

Value: 1

NOTE: - while modifying registry, apply every step with proper precaution. One wrong move will lead to serious problems or may be user has to reinstall the operating system. Microsoft doesn't completely assure user for solution of problem. User will do modifications in registry at their own risk.

To do this, follow these steps.

For user of Windows XP &Windows Server 2003

•   Point to start hit on Run.
•   Type regedit in the Open box
•   Hit enter

For Windows 7, Windows Vista, Windows Server 2008 and Windows Server 2008 R2

• Click Start,
• Type regedit in the Open box
• Click regedit.exe in the search results.
• Now, Locate & click on the following sub key:
• HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\Outlook\Addins\Microsoft.OutlookBackup.1
• Click on Edit & hit New - DWORD Value.
• Rename the value to Require Shutdown Notification.
• Right click on Require Shutdown Notification
• Click Modify.
• Type 1 in the Value data box of Edit DWORD Value dialog box
• Click OK & Quit Registry Editor

     Note: Perform these steps only one time:

• Start Outlook application.
• Click on Add-ins tab in the Ribbon.
• Click the Backup button.
• Now, tap on Options & select the .pst files for back up.

Backup must be saved on a hard disk & don't try to spread that back up on multiple hard disk. While changing backup options, select the storage location which has maximum space to save .pst file.